People Administrator

Inchcape is the leading global automotive distributor operating in more than 40 markets. We partner with some of the biggest brands in the business to power better mobility today and in the future.

Our diverse global team of over 20,000 talented people foster an inclusive and collaborative culture, championing a brilliant experience for our customers and partners. We’re a dynamic and fast-growing business, dedicated to shaping a successful and sustainable future for the industry.

Here, you will unlock your full potential with career opportunities and learning experiences. You’ll work with cutting-edge technology, ground-breaking innovation, and forward-thinking colleagues. If you are highly driven with a can-do attitude, and you bring out the best in yourself and others, then join us to power new futures.

Job Summary:

The People Administrator – Document and Records Management is responsible for maintaining the integrity, confidentiality, and accuracy of all People-related documents and employee records. This role ensures that all documentation, trackers, and filing systems (physical and digital) are updated, organized, compliant, and readily accessible to authorized personnel. The role is key to supporting efficient People operations and audit-readiness.

Key Responsibilities:

1. Document Control and Filing

• Maintain an organized and secure system for all People-related documents including employee 201 files, contracts, disciplinary records, certifications, and memos.
• Ensure timely filing, updating, and archiving employee records in both physical and digital formats.
• Track and manage expiration and renewal dates of contracts, licenses, and permits relevant to People operations.

2. Records Management and Tracker Maintenance

• Maintain and regularly update People trackers (e.g., headcount, movement, training attendance, disciplinary actions, leave records).
• Ensure all logs and databases are consistent with official documents and records.
• Coordinate with other People functions (talent acquisition, rewards, learning & development, etc.) to ensure documentation is properly logged and stored.

3. People Systems and Digital File Management

• Upload, tag, and maintain digital records in People systems
• Conduct periodic checks to ensure completeness and accuracy of files in the system.
• Support digitalization of records and ensure naming conventions and file structures are followed.

4. Compliance and Audit Support

• Support internal and external audit preparations by ensuring all People documents are audit-ready and compliant with legal and company standards.
• Ensure confidentiality and security of employee and People-related information.
• Assist in the development and improvement of document control procedures and policies.

5. General Administrative Support

• Provide administrative assistance to the People team in preparing reports, checklists, and documentation for internal use and compliance.
• Support onboarding, offboarding, and employee lifecycle documentation as needed.
• Respond to document-related requests from employees and management in a timely and professional manner.

Qualifications:

• Bachelor’s degree in Psychology, Business Administration, Human Resources, or related field.
• At least 1–2 years of experience in a People support or administrative role, preferably with document control responsibilities.
• Familiarity with employee documentation requirements and Philippine labor law standards.
• Proficient in MS Office (especially Excel), Google Workspace, and People systems or HRIS platforms.
• Strong attention to detail and organizational skills.
• Ability to handle confidential information with integrity and discretion.

Preferred Competencies:

• Experience in audit preparation and document archiving practices.
• Knowledge of file naming conventions, version control, and cloud storage management.
• Process-driven with a mindset for continuous improvement and compliance.

Proactive, dependable, and committed to accuracy and quality of work

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.